Administrative Assistant and Brokerge Support presso Burns Scalo Real Estate Inc.

Description

Why NAI Burns Scalo?

We’re a leader in commercial real estate, known for our commitment to excellence, innovation, and long-term relationships. We offer a collaborative environment, room to grow, and a team that values both precision and creativity.

Administrative and Brokerage Support Coordinator: Provides essential support to the brokerage team by overseeing data entry, reporting, transaction support, and internal coordination. This position ensures timely execution of administrative tasks related to leasing, reporting, and broker performance. The ideal candidate is highly organized, detail-oriented, and capable of managing a broad range of responsibilities in a fast-paced commercial real estate environment.

Key Responsibilities:

Brokerage Support

· Manage the commission payout process within our commission tracking software, ensuring accuracy in broker splits, approvals, and timely disbursements.

· Compile and analyze monthly broker performance reports, tracking key metrics such as deal volume, pipeline activity, commission earned, and performance against goals.

· Present Broker Sales Summary reports and insights to leadership to support strategic decision-making and accountability.

· Assist brokers with document templates and facilitate brokerage agreement execution through General Counsel

· Record meeting minutes for brokerage team meetings

· Track and reconcile broker expenses

· Support real estate team with special initiatives, such as portfolio optimization, property repositioning, and internal process improvements

· Manage task lists, deadlines, and team updates for key real estate or leasing projects

· Facilitate communication between internal stakeholders and external vendors

· Maintain status tracking for in-progress transactions and special assignments

3rd Party Agency Real Estate Portfolio Support

· Enter executed lease data into Yardi and ensure ongoing accuracy

· Prepare lease abstracts and critical date summaries for each new lease; distribute calendar invites and track key milestones

·  Maintain compliance with lease processing checklists

·  Organize and manage lease documentation in SharePoint and physical files

·  Track and obtain tenant certificates of insurance

·  Maintain logs for critical lease provisions, such as rights of first refusal, termination rights, and expansion options

·  Coordinate receipt of security deposits and initial rent payments

·  Draft and send tenant notices and correspondence in collaboration with the Client Experience Team

·  Assist with the preparation of tenant estoppels and SNDAs

·  Produce investor leasing reports, occupancy reports, and stacking plans

·  Marketing & Research Support

·  Conduct submarket research and compile market intelligence for internal teams

·  Create and maintain listings on platforms such as CoStar, Crexi, and LoopNet

·  Post updates to NAI Global message boards and internal communications tools

Administrative Assistant Support

·  Greeting clients, answering the telephone, and making follow-up calls.

·  Preparing correspondence, scheduling meetings, and making travel arrangements.

·  Preparing real estate forms and documents.

·  Coordinating showings, assisting at open houses, and obtaining feedback.

·  Ordering supplies, preparing and distributing marketing materials.

·  Maintaining electronic and paper filing systems.

·  Preparing listing materials and posting property listings.

·  Managing a client database and preparing reports.

·  Assisting with closing processes.

·  Record and update meeting minutes for office meetings.

·  Performing other duties as assigned.

Key skills for this role include strong communication, computer literacy (especially Microsoft Office), excellent organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

 Qualifications

· 2+ years of experience in commercial real estate, brokerage, or operations support

· Proficiency with Microsoft Office Suite (Excel, Outlook, Word)

· Familiarity with Yardi, SharePoint, CoStar, or similar CRE based software systems/ platforms preferred

· Familiarity with CRM systems/platforms (i.e. Hub Spot, Salesforce, etc.) preferred

· Strong organizational and time management skills

· Excellent written and verbal communication

· Ability to handle confidential information with discretion

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or dis ability status.

If you’re ready to bring your organizational expertise and design talent to a fast-paced, high-impact role—apply today!